DOCUMENT
J -- Water De-ionization SFVAMC 662-C39 - Attachment
- Notice Date
- 4/4/2013
- Notice Type
- Attachment
- NAICS
- 811310
— Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
- Contracting Office
- Department of Veterans Affairs;VA Sierra Pacific Network (VISN 21);VA Pacific Islands Health Care System;459 Patterson Rd;Honolulu HI 96819-1522
- ZIP Code
- 96819-1522
- Solicitation Number
- VA26113I1041
- Response Due
- 4/12/2013
- Archive Date
- 6/1/2013
- Point of Contact
- Nicole Do
- E-Mail Address
-
3-0346<br
- Small Business Set-Aside
- N/A
- Description
- Synopsis: Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research purposes only. The Department of Veterans Affairs, Pacific Islands Healthcare System (VAPIHCS), NCO 21 Contracting Office is currently conducting a market survey for qualified vendor firms capable of performing preventative maintenance and repair on reverse osmosis, hemodialysis and de-ionized water systems at the San Francisco VA Medical Center. The North American Industry Classification Systems (NAICS) is 811310. Responses to this notice must be submitting in writing (email or fax) and must be received not later than April 12, 2013. No telephone inquiries will be accepted. Responses to this notice will be used by the Government to make appropriate acquisition decisions. Responses to this notice should include company/individual name, a service capability statement, examples of similar facilities which you have provided services to (a capabilities statement), DUNS number, address, point of contact. Service-Disabled Veteran Owned or Veteran Owned Small Business must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). Contractor must be registered in System for Award Management (SAM) (see internet site: http://www.sam.gov). Responses to this notice must be submitted in writing (email or fax) and received not later than April 12, 2013 at 10:00AM, HST. A solicitation is not currently available. If a solicitation is issued, it will be announced on GSA or through the Federal Business opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Email: Nicole.do@va.gov or fax: 808-833-5014. STATEMENT OF WORK SAN FRANCISCO VETERANS AFFAIRS MEDICAL CENTER (SFVAMC) Preventative Maintenance and Repair of Reverse Osmosis, Hemodialysis, and De-ionized Water Systems 1.0 Objective 1.1 Contractor shall provide all labor, materials, supplies, equipment, parts, and transportation necessary to provide preventive maintenance inspections and emergency repair service for the Government-owned Reverse Osmosis Filter Systems (3), De-Ionized Water system, and the Hemodialysis Unit's water treatment system located at the VAMC, 4150 Clement St. San Francisco, CA 94121. 1.2 This contract does not include service calls needed to provide repairs and replacement parts as a result of accident, abuse, misuse or negligence by the Government. Those services will be as called for under Schedule "D". 2.0 Period of Performance 2.1 The Period of Performance is one (1) year base with four (4) option periods, for a total period of 60 months. 3.0 Location 3.1 Services shall be performed at the SFVAMC, 4150 Clement Street, San Francisco, CA 94121. 4.0 Preventative Maintenance Requirements 4.1 The Contractor shall furnish all necessary labor, materials, parts and transportation to provide Preventive Maintenance Inspections for the Government owned water and filtrations systems including: a)Reverse Osmosis system, filters and associated treatment system in Bldg 1, Room 101 b)Reverse Osmosis system filters and associated treatment in Bldg 6 penthouse. c)Reverse Osmosis system filters and associated treatment in rm B4, Bldg. 12. d)Hemodialysis Unit (HDU): Reverse Osmosis system, filters and associated treatment system, including water softener in Hemodialysis, Room 3A 48, bldg 203. (Timer/mix valve, Mixed bed filter, water softener, carbon tank, and GEM RO system). The water system must meet AAMI water quality standards. e)Deionized Water system, Bldg 2 basement. 4.2 The Contractor shall ensure that preventative maintenance and repair services are in compliance with National Fire Protection Association Standard NFPA 99 (Electrical Equipment in Healthcare Facilities). 4.3 The Contractor shall furnish all labor, tools, materials, equipment and transportation in order to maintain and service Government owned water filtration system (automatic two-bed deionizer system) and it's associated equipment (i.e. pumps, UV sterilizer, carbon filters, controls, etc.) in accordance with manufacturer's guidelines and recommended procedures 4.4 Reverse Osmosis Systems (section 4.1 a, b, and c) 4.4.1 Quarterly Preventative Maintenance - system inspection and system check. 4.4.2 Replace three 4-inch diameter by 40 inch long reverse osmosis membranes once a year 4.4.3 Rental of Siemens DI tanks or brand-name equivalent 4.4.4 Quarterly - replace three pre-treatment filters. 4.5 Hemodialysis Machine (section 4.1 d) 4.5.1. On a Quarterly basis, the Contractor shall perform bacterial analysis of the treated water to check the following: a)Silica (MO/L) b)Conductivity (MMHOS/CM) c)PH d)Iron (Fe) e)C.O.D. (Permanganate) f)Nitrate (N) g)Calcium h)Magnesium i)Sodium j)Chloride 4.5.2 On a Monthly basis, the Contractor shall take three (3) water samples from the Water filtration system. Samples are to be taken from random locations throughout Bl.2 and HDU. Samples are to be analyzed as follows: a)Silica (MG/L) b)Conductivity (MMHOS/CM) c)PH 4.5.3 Quarterly - 1.) Inspect the water system and report deficiencies to the COTR. (Water system includes GEM model AKS-HDB-1 reverse osmosis device, booster pump, 2 cubic feet automatic water softener, automated sand filter, carbon tanks (4ea), 1 micron filter, 0.2 micron filter and U.V. light. 2.) Provide regenerated carbon tanks (2ea) on a quarterly basis. 4.5.4 Annual - replace UV lamp and replace the 4-inch diameter by 40 inch long reverse osmosis membranes. 4.5.5 The Contractor shall sterilize the entire system three (3) times per year. The sterilization work shall be performed only on weekends. The system shall be tested before it is put back into operation 4.6 De-ionization (DI) System (section 4.1 e) 4.6.1 On a Bi-weekly basis, the Contractor shall conduct an on-site inspection of the system and equipment. The date and time of the inspections shall be arranged by the Contractor's service representative at least one (1) week in advance by contacting the Contracting Officer's Technical Representative (COTR) or his/her designee. Scheduled inspection shall consist of not less than the following: a)Check and calibrate as needed the resistivity controller, timers, step-controllers, alarms, etc. b)Check regenerant chemical supply and recharge as needed. c)Survey system operation and performance and advise the COTR if the system is, or is not, in operating condition. 4.6.2 On a Quarterly basis, the Contractor shall perform bacterial analysis of the treated water to check the following: a)Silica (MO/L) b)Conductivity (MMHOS/CM) c)PH d)Iron (Fe) e)C.O.D. (Permanganate) f)Nitrate (N) g)Calcium h)Magnesium i)Sodium j)Chloride 4.6.3 On a Monthly basis, the Contractor shall take three (3) water samples from the Water filtration system. Samples are to be taken from random locations throughout Bl.2 and HDU. Samples are to be analyzed as follows: a)Silica (MG/L) b)Conductivity (MMHOS/CM) c)PH 4.6.4 Annual - replace two UV lamps and replace the 4-inch diameter by 40 inch long reverse osmosis membranes. 4.6.5 The Contractor shall sterilize the entire system three (3) times per year. The sterilization work shall be performed only on weekends. The system shall be tested before it is put back into operation. 4.6.6 Quarterly - replace the three.2 micro filter elements and the three 1 micro filter element. 4.7 Repairs 4.7.1 During normal working hours the Contractor shall respond via telephone within two (2) hours. If Contractor is required on site response time shall be within twenty-four (24) hours after receipt of call from the COTR and/or his/her designee. 4.7.2 LABOR: Time allowance for such work shall be actual hours or direct labor necessary to complete the job and is to be reconciled with any job ticket or other documentation. Transportation charges for repairman shall not be billed or paid under a resulting contract. 4.7.3 PARTS: Successful offeror may be required to furnish, when parts are required under the above schedule, acceptable documentation which would show that parts furnished to the Government were obtained at the lowest reasonable cost available. Such documentation may include (a) copies of suppliers invoices for parts furnished to the Government; (b) records of payments to suppliers; (c) documented or written quotations for parts and (d) other documentation that parts were obtained at the lowest cost available. 4.7.4 ESTIMATES: Successful offeror shall be required to submit an estimate on any work to be performed under this schedule. This estimate is to be submitted prior to performing any work and is to be submitted to the Contracting Officer's Technical Representative (COTR). The Contracting Officer shall determine if such work shall proceed. 4.7.5 Amounts specified in Schedule "D" shall not be considered in the evaluation of offer. Separate purchase order(s) shall be issued for services covered under this schedule and shall be billed in accordance with price specified above for the term of the contract. 4.7.6 Service and parts required as a result of accident, abuse, misuse, or negligence by other than the Contractor or his/her representative, are not included as part of the Preventative Maintenance Inspections and normal service requirements. Repairs shall be authorized and paid by separate purchase order as determined by the Contracting Officer. a.First hour or less - per repairman b.Each additional ¼ - hour or less per repairman c.Furnishing of required replacement parts at list price less trade discount or government rate. 4.8 Emergency Repairs 4.8.1 Contractor must respond verbally to COTR or HDU staff within one hour. 4.8.2 Contractor must be on site within four hours of initial call by San Francisco, CA Medical Center (SFVAMC). If repairs can not be completed within eight hours of initial call, (SFVAMC) Contractor must provide an emergency "deionization skid". (platform on rollers consisting of deionization tanks and conductivity sensors. The skid will provide AAMI quality water while repairs are made) 4.8.3 Any Government property damaged by the Contractor's personnel shall be replaced by Government at the contractor's expense within 48 hours after the damage occurs. The COTR or his/her designee will have final approval of all repairs and/or replacements due to damage prior to commencement of work. Prior to commencement of work, the contractor shall make a visual inspection of water system. All existing damages shall be reported to the COTR. 4.9 POINT OF CONTACT 1)William Smart, Operations Chief. Mr. Smart will be assigned as COTR for this contract. 2) For the HDU portion, the Biomedical Engineer responsible for HDU medical equipment repair and maintenance. Limited authority will be delegated to the COTR to generally direct the work of the contract, including but not limited to: work schedules, inspection of services, acceptance of services and certification of payments. The COTR will coordinate access to required areas in a timely manner and report problems to the Contracting Officer regarding performance issues or other problems encountered. 5.0 SAFETY REQUIREMENTS 5.1 The Contractor shall comply with applicable federal, state and local safety and fire regulations and codes, which are applicable to the work, required under any contract resulting from this solicitation. The contractor shall keep abreast of and comply with changes in these requirements and codes applicable to the contract. The contractor shall keep abreast of and comply with changes in these requirements and codes applicable to the contract. The contractor shall comply with all applicable OSHA standards including but not limited to 29 CFR 1926.450,451, and 503. 5.2 Technical literature and/or description of all materials, equipment, tools and Material Safety Data Sheets (MSDA) for all chemicals, solution, cleaning agents, etc, that will be used by the contractor shall be furnished to the COTR or his/her designee, for approval by the Safety Officer prior to the start of work by the contractors personnel. 5.3 Immediately correct any fire and safety deficiencies caused by his/her personnel. If the contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue a Stop Work Order that will stop all or any part of the work, and hold the contractor in default of the contract. 5.4 Take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonable necessary to protect the lives and health of the occupants of the building and the contractor employees. The Contractor shall provide OSHA approved Personal Protection Equipment (PPE) for his employees. 5.5 Contractor personnel shall follow all applicable facility policies concerning fire/disaster programs. The Contracting Officer or his/her designee shall notify the contractor of any non-compliance with the forgoing provisions and the action to be taken. The contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice when served on the contractor or his/her representative at the site of the work shall be deemed sufficient for the purpose aforesaid. 6.0 SERVICE REPORTS 6.1 For service repairs or services that will be performed during normal working hours, the Contractor's service representative shall report upon arrival to the COTR or his/her designee. Upon completion of the work, the Contractor's service representative must report in person to the COTR and must present a copy of his/her filed service report signed by the service using the equipment. This report must reflect the date and time of the service, name of company, contract number, and the name of the Contractor's service representative. As a minimum, this report must contain a detailed description of any services or repairs performed from the list of equipment and must also include a listing of replacement parts, when applicable. The report shall also include any Contractor recommendations necessary to maintain the equipment in the best possible operating condition. Preventative maintenance procedures followed shall be thoroughly documented in detail on the service report. 6.2 For repairs or services required during other than normal working hours, the Contractor's service representative is not required to report upon arrival to the COTR prior to commencement of work. However, he/she is still required to complete his/her field service report and sent it to: Chief, Engineering Service (138) Department of Veterans Affairs Medical Center 4150 Clement St. San Francisco, CA 94121 FAX: 415-750-6955 NOTE: BOTH THE CHECK IN AND CHECKOUT PROCEDURES DEFINED ABOVE ARE MANDATORY AND SHALL BE STRICTLY ENFORCED. ********PAYMENT OF INVOICES MAY BE DELAYED IF THE APPROPRIATE REPORTS ARE NOT PROPERLY COMPLETED AND ARE NOT SUBMITTED TO THE ENGINEERING SERVICE AS REQUIRED ABOVE. ALL DOCUMENTS MUST BE SIGNED FOR PAYMENT BY BOTH PARTIES (ENGINEERING AND CONTRACTOR).********** 7.0 HOURS OF WORK 7.1 Whenever possible service for preventive maintenance inspections and emergency repairs shall be provided during normal working hours of 8 am to 4:30pm PST, Monday through Friday, except Federal Holidays and weekends (see Paragraph C.6. for only on weekends work). All exceptions are to be provided in advance by the COTR to the contractor. 7.2 HDU system: The contractor shall perform routine maintenance between normal Hemodialysis Unit business hours, 0630 hrs to 1900 hrs, Monday through Saturday and emergency repairs as needed by the Hemodialysis Unit, including after business hours, 1901 to 0629, Monday through Sunday, including federal holidays. 7.3 Federal Holidays observed by the United States Government are as follows: New Year's Day; Martin Luther King Jr.'s Birthday, President's Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; and any other day officially declared by the President of the United States to be a federal holiday. 8.0 FAILURE TO RESPOND 8.1 Failure to perform any of the services set forth in this contract shall be considered grounds for invoking FAR Clause 52.249-8 Default (Fixed-Price Supply and Service) APR 1984. 9.0 PERFORMANCE 9.1 All work performed under this contract shall be accomplished in accordance with manufacturer's instructions, including but not limited to adjustments, calibrations, lubrications, cleaning, testing, replacement of worn or defective non-consumable parts, etc., required to keep the equipment in good operable conditions. 10.0 ADDITIONAL SERVICE 10.1 Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date provided that the Contractor is notified of any deficiencies at least one (1) day before the contract expiration date. Any changes, updates or retrofits made on any components or systems shall be annotated on station equipment manuals or records. Service shall also include recording all routine work and corrections on repair work in the equipment log. 11.0 AUTHORIZED SERVICE 11.1 Only those services specified within are authorized under this contract. Before performing any service or repairs of a non-contract nature (See Schedule "D"), contact the COTR or his/her designee who will then contact the Contracting Officer. Any additional work involving time and /or money outside of the scope of work that is not authorized by the contracting officer shall be at no cost to the Government. The Contractor is cautioned that only the Contracting Officer may authorize additional services or repairs, and that reimbursement will not be authorized unless prior authorization is obtained. 12.0 DISCONTINUANCE OF SERVICE 12.1 The Government reserves the right to terminate service on the equipment meeting replacement criteria upon thirty (30) calendar days written notice to the Contractor. Any current charges shall be settled on a prorated basis if the contract is terminated min-month. 13.0 PARTS 13.1 Parts shall be supplied at the rates shown in Section B, Items listed for both units and shall not be purchased or installed without advanced approval of the COTR. 14.0 OPERATOR'S MAINTENANCE 14.1 The Contractor's service representative shall provide instructions to operators of the equipment on the daily, weekly, and monthly cleaning and lubrication requirements. 15.0 MAINTENANCE PROCEDURES 15.1 The Contractor shall provide a listing of procedures to be performed during regular scheduled inspections to the COTR or his/her designee at the beginning of the contract period. 16.0 QUALIFICATIONS OF COMPANY SERVICE ENGINEER: 16.1 Offers will be considered from contractors who are regularly established in the Hemodialysis Unit water treatment business, and who, in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. The contractor shall be responsible to obtain all necessary insurance, licenses and/or permits to perform this work and shall present such at time of offer. The contractor shall provide to the Contracting Officer certification that he/she is in compliance with the requirements of the California Worker's Compensation Act. Workers Compensation and Employers Liability: $100,000.00, General Liability $500,000.00 per occurrence. 16.2. Only qualified service engineers trained in the repair and maintenance of the equipment listed herein shall be utilized in the performance of this contract. Contractor must furnish evidence of training when requested by the Contracting Officer. 16.3 Each Contractor Employee (Service Representative) assigned to provide services under this contract shall have the following minimum qualifications: a)At least one year's experience maintaining equipment listed in Section 4 of this contract. b)Formal training at manufacturer or manufacturer approved schools on the equipment listed in Section 4 of this contract. 16.4 All Contractor service representatives performing services shall wear identification badges. 16.5 A current list of all Contractor Employee(s) qualified to work under this contract as Service Representatives (evidence of experience and training reviewed by Contracting Officer) shall be maintained by the Contractor and new copies distributed to the Point(s) on Contact when changes occur. STATEMENT OF WORK SAN FRANCISCO VETERANS AFFAIRS MEDICAL CENTER (SFVAMC) Preventative Maintenance and Repair of Reverse Osmosis, Hemodialysis, and De-ionized Water Systems 1.0 Objective 1.1 Contractor shall provide all labor, materials, supplies, equipment, parts, and transportation necessary to provide preventive maintenance inspections and emergency repair service for the Government-owned Reverse Osmosis Filter Systems (3), De-Ionized Water system, and the Hemodialysis Unit's water treatment system located at the VAMC, 4150 Clement St. San Francisco, CA 94121. 1.2 This contract does not include service calls needed to provide repairs and replacement parts as a result of accident, abuse, misuse or negligence by the Government. Those services will be as called for under Schedule "D". 2.0 Period of Performance 2.1 The Period of Performance is one (1) year base with four (4) option periods, for a total period of 60 months. 3.0 Location 3.1 Services shall be performed at the SFVAMC, 4150 Clement Street, San Francisco, CA 94121. 4.0 Preventative Maintenance Requirements 4.1 The Contractor shall furnish all necessary labor, materials, parts and transportation to provide Preventive Maintenance Inspections for the Government owned water and filtrations systems including: f)Reverse Osmosis system, filters and associated treatment system in Bldg 1, Room 101 g)Reverse Osmosis system filters and associated treatment in Bldg 6 penthouse. h)Reverse Osmosis system filters and associated treatment in rm B4, Bldg. 12. i)Hemodialysis Unit (HDU): Reverse Osmosis system, filters and associated treatment system, including water softener in Hemodialysis, Room 3A 48, bldg 203. (Timer/mix valve, Mixed bed filter, water softener, carbon tank, and GEM RO system). The water system must meet AAMI water quality standards. j)Deionized Water system, Bldg 2 basement. 4.2 The Contractor shall ensure that preventative maintenance and repair services are in compliance with National Fire Protection Association Standard NFPA 99 (Electrical Equipment in Healthcare Facilities). 4.3 The Contractor shall furnish all labor, tools, materials, equipment and transportation in order to maintain and service Government owned water filtration system (automatic two-bed deionizer system) and it's associated equipment (i.e. pumps, UV sterilizer, carbon filters, controls, etc.) in accordance with manufacturer's guidelines and recommended procedures 4.4 Reverse Osmosis Systems (section 4.1 a, b, and c) 4.4.1 Quarterly Preventative Maintenance - system inspection and system check. 4.4.2 Replace three 4-inch diameter by 40 inch long reverse osmosis membranes once a year 4.4.3 Rental of Siemens DI tanks or brand-name equivalent 4.4.4 Quarterly - replace three pre-treatment filters. 4.5 Hemodialysis Machine (section 4.1 d) 4.5.1. On a Quarterly basis, the Contractor shall perform bacterial analysis of the treated water to check the following: k)Silica (MO/L) l)Conductivity (MMHOS/CM) m)PH n)Iron (Fe) o)C.O.D. (Permanganate) p)Nitrate (N) q)Calcium r)Magnesium s)Sodium t)Chloride 4.5.2 On a Monthly basis, the Contractor shall take three (3) water samples from the Water filtration system. Samples are to be taken from random locations throughout Bl.2 and HDU. Samples are to be analyzed as follows: d)Silica (MG/L) e)Conductivity (MMHOS/CM) f)PH 4.5.3 Quarterly - 1.) Inspect the water system and report deficiencies to the COTR. (Water system includes GEM model AKS-HDB-1 reverse osmosis device, booster pump, 2 cubic feet automatic water softener, automated sand filter, carbon tanks (4ea), 1 micron filter, 0.2 micron filter and U.V. light. 2.) Provide regenerated carbon tanks (2ea) on a quarterly basis. 4.5.4 Annual - replace UV lamp and replace the 4-inch diameter by 40 inch long reverse osmosis membranes. 4.5.5 The Contractor shall sterilize the entire system three (3) times per year. The sterilization work shall be performed only on weekends. The system shall be tested before it is put back into operation 4.6 De-ionization (DI) System (section 4.1 e) 4.6.1 On a Bi-weekly basis, the Contractor shall conduct an on-site inspection of the system and equipment. The date and time of the inspections shall be arranged by the Contractor's service representative at least one (1) week in advance by contacting the Contracting Officer's Technical Representative (COTR) or his/her designee. Scheduled inspection shall consist of not less than the following: d)Check and calibrate as needed the resistivity controller, timers, step-controllers, alarms, etc. e)Check regenerant chemical supply and recharge as needed. f)Survey system operation and performance and advise the COTR if the system is, or is not, in operating condition. 4.6.2 On a Quarterly basis, the Contractor shall perform bacterial analysis of the treated water to check the following: k)Silica (MO/L) l)Conductivity (MMHOS/CM) m)PH n)Iron (Fe) o)C.O.D. (Permanganate) p)Nitrate (N) q)Calcium r)Magnesium s)Sodium t)Chloride 4.6.3 On a Monthly basis, the Contractor shall take three (3) water samples from the Water filtration system. Samples are to be taken from random locations throughout Bl.2 and HDU. Samples are to be analyzed as follows: d)Silica (MG/L) e)Conductivity (MMHOS/CM) f)PH 4.6.4 Annual - replace two UV lamps and replace the 4-inch diameter by 40 inch long reverse osmosis membranes. 4.6.5 The Contractor shall sterilize the entire system three (3) times per year. The sterilization work shall be performed only on weekends. The system shall be tested before it is put back into operation. 4.6.6 Quarterly - replace the three.2 micro filter elements and the three 1 micro filter element. 4.7 Repairs 4.7.1 During normal working hours the Contractor shall respond via telephone within two (2) hours. If Contractor is required on site response time shall be within twenty-four (24) hours after receipt of call from the COTR and/or his/her designee. 4.7.2 LABOR: Time allowance for such work shall be actual hours or direct labor necessary to complete the job and is to be reconciled with any job ticket or other documentation. Transportation charges for repairman shall not be billed or paid under a resulting contract. 4.7.3 PARTS: Successful offeror may be required to furnish, when parts are required under the above schedule, acceptable documentation which would show that parts furnished to the Government were obtained at the lowest reasonable cost available. Such documentation may include (a) copies of suppliers invoices for parts furnished to the Government; (b) records of payments to suppliers; (c) documented or written quotations for parts and (d) other documentation that parts were obtained at the lowest cost available. 4.7.4 ESTIMATES: Successful offeror shall be required to submit an estimate on any work to be performed under this schedule. This estimate is to be submitted prior to performing any work and is to be submitted to the Contracting Officer's Technical Representative (COTR). The Contracting Officer shall determine if such work shall proceed. 4.7.5 Amounts specified in Schedule "D" shall not be considered in the evaluation of offer. Separate purchase order(s) shall be issued for services covered under this schedule and shall be billed in accordance with price specified above for the term of the contract. 4.7.6 Service and parts required as a result of accident, abuse, misuse, or negligence by other than the Contractor or his/her representative, are not included as part of the Preventative Maintenance Inspections and normal service requirements. Repairs shall be authorized and paid by separate purchase order as determined by the Contracting Officer. d.First hour or less - per repairman e.Each additional ¼ - hour or less per repairman f.Furnishing of required replacement parts at list price less trade discount or government rate. 4.8 Emergency Repairs 4.8.1 Contractor must respond verbally to COTR or HDU staff within one hour. 4.8.2 Contractor must be on site within four hours of initial call by San Francisco, CA Medical Center (SFVAMC). If repairs can not be completed within eight hours of initial call, (SFVAMC) Contractor must provide an emergency "deionization skid". (platform on rollers consisting of deionization tanks and conductivity sensors. The skid will provide AAMI quality water while repairs are made) 4.8.3 Any Government property damaged by the Contractor's personnel shall be replaced by Government at the contractor's expense within 48 hours after the damage occurs. The COTR or his/her designee will have final approval of all repairs and/or replacements due to damage prior to commencement of work. Prior to commencement of work, the contractor shall make a visual inspection of water system. All existing damages shall be reported to the COTR. 4.9 POINT OF CONTACT 3)William Smart, Operations Chief. Mr. Smart will be assigned as COTR for this contract. 4) For the HDU portion, the Biomedical Engineer responsible for HDU medical equipment repair and maintenance. Limited authority will be delegated to the COTR to generally direct the work of the contract, including but not limited to: work schedules, inspection of services, acceptance of services and certification of payments. The COTR will coordinate access to required areas in a timely manner and report problems to the Contracting Officer regarding performance issues or other problems encountered. 5.0 SAFETY REQUIREMENTS 5.1 The Contractor shall comply with applicable federal, state and local safety and fire regulations and codes, which are applicable to the work, required under any contract resulting from this solicitation. The contractor shall keep abreast of and comply with changes in these requirements and codes applicable to the contract. The contractor shall keep abreast of and comply with changes in these requirements and codes applicable to the contract. The contractor shall comply with all applicable OSHA standards including but not limited to 29 CFR 1926.450,451, and 503. 5.2 Technical literature and/or description of all materials, equipment, tools and Material Safety Data Sheets (MSDA) for all chemicals, solution, cleaning agents, etc, that will be used by the contractor shall be furnished to the COTR or his/her designee, for approval by the Safety Officer prior to the start of work by the contractors personnel. 5.3 Immediately correct any fire and safety deficiencies caused by his/her personnel. If the contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue a Stop Work Order that will stop all or any part of the work, and hold the contractor in default of the contract. 5.4 Take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonable necessary to protect the lives and health of the occupants of the building and the contractor employees. The Contractor shall provide OSHA approved Personal Protection Equipment (PPE) for his employees. 5.5 Contractor personnel shall follow all applicable facility policies concerning fire/disaster programs. The Contracting Officer or his/her designee shall notify the contractor of any non-compliance with the forgoing provisions and the action to be taken. The contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice when served on the contractor or his/her representative at the site of the work shall be deemed sufficient for the purpose aforesaid. 6.0 SERVICE REPORTS 6.1 For service repairs or services that will be performed during normal working hours, the Contractor's service representative shall report upon arrival to the COTR or his/her designee. Upon completion of the work, the Contractor's service representative must report in person to the COTR and must present a copy of his/her filed service report signed by the service using the equipment. This report must reflect the date and time of the service, name of company, contract number, and the name of the Contractor's service representative. As a minimum, this report must contain a detailed description of any services or repairs performed from the list of equipment and must also include a listing of replacement parts, when applicable. The report shall also include any Contractor recommendations necessary to maintain the equipment in the best possible operating condition. Preventative maintenance procedures followed shall be thoroughly documented in detail on the service report. 6.2 For repairs or services required during other than normal working hours, the Contractor's service representative is not required to report upon arrival to the COTR prior to commencement of work. However, he/she is still required to complete his/her field service report and sent it to: Chief, Engineering Service (138) Department of Veterans Affairs Medical Center 4150 Clement St. San Francisco, CA 94121 FAX: 415-750-6955 NOTE: BOTH THE CHECK IN AND CHECKOUT PROCEDURES DEFINED ABOVE ARE MANDATORY AND SHALL BE STRICTLY ENFORCED. ********PAYMENT OF INVOICES MAY BE DELAYED IF THE APPROPRIATE REPORTS ARE NOT PROPERLY COMPLETED AND ARE NOT SUBMITTED TO THE ENGINEERING SERVICE AS REQUIRED ABOVE. ALL DOCUMENTS MUST BE SIGNED FOR PAYMENT BY BOTH PARTIES (ENGINEERING AND CONTRACTOR).********** 7.0 HOURS OF WORK 7.1 Whenever possible service for preventive maintenance inspections and emergency repairs shall be provided during normal working hours of 8 am to 4:30pm PST, Monday through Friday, except Federal Holidays and weekends (see Paragraph C.6. for only on weekends work). All exceptions are to be provided in advance by the COTR to the contractor. 7.2 HDU system: The contractor shall perform routine maintenance between normal Hemodialysis Unit business hours, 0630 hrs to 1900 hrs, Monday through Saturday and emergency repairs as needed by the Hemodialysis Unit, including after business hours, 1901 to 0629, Monday through Sunday, including federal holidays. 7.3 Federal Holidays observed by the United States Government are as follows: New Year's Day; Martin Luther King Jr.'s Birthday, President's Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; and any other day officially declared by the President of the United States to be a federal holiday. 8.0 FAILURE TO RESPOND 8.1 Failure to perform any of the services set forth in this contract shall be considered grounds for invoking FAR Clause 52.249-8 Default (Fixed-Price Supply and Service) APR 1984. 9.0 PERFORMANCE 9.1 All work performed under this contract shall be accomplished in accordance with manufacturer's instructions, including but not limited to adjustments, calibrations, lubrications, cleaning, testing, replacement of worn or defective non-consumable parts, etc., required to keep the equipment in good operable conditions. 10.0 ADDITIONAL SERVICE 10.1 Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date provided that the Contractor is notified of any deficiencies at least one (1) day before the contract expiration date. Any changes, updates or retrofits made on any components or systems shall be annotated on station equipment manuals or records. Service shall also include recording all routine work and corrections on repair work in the equipment log. 11.0 AUTHORIZED SERVICE 11.1 Only those services specified within are authorized under this contract. Before performing any service or repairs of a non-contract nature (See Schedule "D"), contact the COTR or his/her designee who will then contact the Contracting Officer. Any additional work involving time and /or money outside of the scope of work that is not authorized by the contracting officer shall be at no cost to the Government. The Contractor is cautioned that only the Contracting Officer may authorize additional services or repairs, and that reimbursement will not be authorized unless prior authorization is obtained. 12.0 DISCONTINUANCE OF SERVICE 12.1 The Government reserves the right to terminate service on the equipment meeting replacement criteria upon thirty (30) calendar days written notice to the Contractor. Any current charges shall be settled on a prorated basis if the contract is terminated min-month. 13.0 PARTS 13.1 Parts shall be supplied at the rates shown in Section B, Items listed for both units and shall not be purchased or installed without advanced approval of the COTR. 14.0 OPERATOR'S MAINTENANCE 14.1 The Contractor's service representative shall provide instructions to operators of the equipment on the daily, weekly, and monthly cleaning and lubrication requirements. 15.0 MAINTENANCE PROCEDURES 15.1 The Contractor shall provide a listing of procedures to be performed during regular scheduled inspections to the COTR or his/her designee at the beginning of the contract period. 16.0 QUALIFICATIONS OF COMPANY SERVICE ENGINEER: 16.1 Offers will be considered from contractors who are regularly established in the Hemodialysis Unit water treatment business, and who, in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. The contractor shall be responsible to obtain all necessary insurance, licenses and/or permits to perform this work and shall present such at time of offer. The contractor shall provide to the Contracting Officer certification that he/she is in compliance with the requirements of the California Worker's Compensation Act. Workers Compensation and Employers Liability: $100,000.00, General Liability $500,000.00 per occurrence. 16.2. Only qualified service engineers trained in the repair and maintenance of the equipment listed herein shall be utilized in the performance of this contract. Contractor must furnish evidence of training when requested by the Contracting Officer. 16.3 Each Contractor Employee (Service Representative) assigned to provide services under this contract shall have the following minimum qualifications: c)At least one year's experience maintaining equipment listed in Section 4 of this contract. d)Formal training at manufacturer or manufacturer approved schools on the equipment listed in Section 4 of this contract. 16.4 All Contractor service representatives performing services shall wear identification badges. 16.5 A current list of all Contractor Employee(s) qualified to work under this contract as Service Representatives (evidence of experience and training reviewed by Contracting Officer) shall be maintained by the Contractor and new copies distributed to the Point(s) on Contact when changes occur. ? STATEMENT OF WORK SCOPE To provide Air Ambulance transportation services from the neighbor islands to VAPIHCS Spark M. Matsunaga Medical Center on Oahu, HI. Patient transportation needs may require services to and from the VA and facilities contracted by VA to medical appointments or for facility to facility inpatient transfers between the Hawaiian Islands and between Oahu and Mainland facilities. Medical requirements imposed are as follows: 1) The need to transport patients for inpatient care not available on the island where the patient lives. 2) To transport patients with life-threatening conditions to a facility where the necessary life-preserving care can be administered. 3) To make sure the eligible beneficiary can be treated as needed or can be received at a facility where he/she can receive the needed treatment for up to 90 days at the VA expense until alternate methods of payment are available. Parameters include but are not limited to: air ambulance available within 24 hours of determination of need for transport. Patient transported within 48 hours of determination of care needs. Contractor able to make arrangements for ground transportation on both ends of the transport as needed. LOCATION Most beneficiaries will be transported within VA Pacific Islands Healthcare System coverage area. This includes Kauai, Maui, Oahu, The Island of Hawaii (Kona & Hilo), and Mainland; however, this does not preclude the transport of beneficiaries from and to other locations outside this area when required. COMPLIANCE All work related to this contract will be performed by the Contractor in accordance with any applicable FAA, U.S. Department of Transportation, or OSHA regulations, as well as applicable State health and safety regulations, health care accreditation standards (JCAHO or equivalent accreditation organization), and standard industry practices as defined by the Association of Air Medical Services for air ambulance transportation. PERSONNEL The Contractor will provide the necessary licenses/certificates, competencies, privilege and credentialing in accordance with applicable State(s) and Federal regulation for each employee that will perform services under this contract. INSPECTION The Government has the right to inspect the contractor premises, maintenance records of medical equipment and aircraft(s), flight logs, and dispatch records being used for the contracted services. Furthermore, annually the contractor will provide proof of insurance and copies of any licenses for all staff providing services under this contract. CANCELLATION If the delivery order is cancelled by the Travel Coordinator, the Contractor will be paid for actual nautical miles traveled at the time of the cancellation, plus the necessary nautical miles the Contractor's aircraft must travel to return to it's starting location. The return mileage is only reimbursable if the contractor does not have another destination on its flight plan. QUALITY Contractor will ensure that each beneficiary is treated in a professional manner, keeping in mind diversity of our beneficiaries. Each beneficiary will be treated with the highest quality of care and standards established in the industry. Some of the areas to be assessed are: a.Patient safety b.Medical services c.Equipment and aircraft maintenance program TIMELINES Upon receipt of a delivery order from an authorized VA PIHCS Travel Coordinator, specifying the Government performance requirements, the contractor dispatch will respond within a reasonable amount of time not to exceed thirty (30) minutes and coordinate the transportation of the beneficiary. In response to a delivery order, the contractor will have no more than four hours to arrive fully staffed at the pick-up location. INVOICING The Contractor shall furnish the following information to the receiving facility: 1.Contract Number. 2.Date of flight and number of nautical miles flown. 3.Name and phone number of the authorized ordering Patient Travel Coordinator and facility. 4.Originating and termination points. 5.Name and social security number of each patient. 6.An in-flight medical attendant's report of the patient's status, including vital signs, level of consciousness, drugs administered, details of therapeutic intervention, and the names and qualifications of all attendants working under the delivery order. 7.Any unusual circumstances encountered during the flight, including, but not limited to, inordinate altitudes flown, turbulence, and times associated with these abnormal conditions. After all work has been completed the Contractor will furnish the information listed above, along with the delivery order invoice, directly to the Patient Travel Coordinator who placed the delivery order. The Patient Travel Coordinator will process the invoice for payment. The invoice and required information shall be submitted no later than 15 working days after completion of the delivery order. BUSINESS RELATIONS The working relationship will be assessed based on beneficiary and/or travel coordinator satisfaction. To include, direct professional interaction between contractor and contracting officer. A few of the other requirements of the contract to be monitored, which is not directly related to cost, schedule, or performance are: a.Integration and coordination of all activity needed to execute the contract, change proposal submissions, and the contractor's history of professional behavior with all parties. b.Actively work to eliminate roadblocks to ensure excellent performance. Factor No.Performance IndicatorPerformance StandardAQL - Maximum Allowable Degree of DeviationMethod-Type of Surveillance Reduction when AQL ExceededDeduction Amount on Payment, or possible termination 1Patient SafetyConsistent with Standards and Safety Guidelines2 occurrences per yearPatient condition monitored at conclusion of each flight2% per occurrence 2Medical ServicesQualified staff to provide appropriate services2 occurrences per yearPatient condition monitored at conclusion of each flight2% per occurrence 3Equipment & Aircraft Maintenance ProgramIn accordance with established Local, State and Federal regulations.2 occurrences per yearEquipment and Aircraft maintenance logs reviewed semi-annually 15% 4Dispatch ResponseWithin thirty minutes4 occurrences per yearMonitor through travel coordinator logs15% 5Air Ambulance ResponseWithin four hours4 occurrences per yearMonitor through travel coordinator logs15% 6Submit Patient Data Within fifteen working days2 occurrences per quarterMonitor through travel coordinator2% per occurrence 7Submit InvoiceWithin fifteen working days2 occurrences per quarterMonitor through travel coordinator2% per occurrence 8Patient SatisfactionPer occurrence1 occurrence per quarterMonitor through travel coordinator2% per occurrence 9Professional InteractionPer occurrence1 occurrence per quarterMonitor through contracting officer and travel coordinator2% per occurrence 10Integration & CoordinationPer occurrence2 occurrences per quarterMonitor through contracting officer and travel coordinator2% per occurrence 11Problem SolvingPer occurrence2 occurrences per quarterMonitor through contracting officer and travel coordinator2% per occurrence END
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